Pediatric Ambulatory Operations Supervisor

POSITION SUMMARY:

Boston Medical Center (BMC) is more than a hospital. It´s a network of support and care that touches the lives of hundreds of thousands of people in need each year. It is the largest and busiest provider of trauma and emergency services in New England. Emphasizing community-based care, BMC is committed to providing consistently excellent and accessible health services to all—and is the largest safety-net hospital in New England. The hospital is also the primary teaching affiliate of the nationally ranked Boston University School of Medicine (BUSM) and a founding partner of Boston HealthNet – an integrated health care delivery systems that includes many community health centers. Join BMC today and help us achieve our Vision 2030 which is a long-term goal to make Boston the healthiest urban population in the world.

Position: Pediatric Ambulatory Operations Supervisor

Department: Pediatric Operations

Schedule: Full Time

ESSENTIAL DUTIES & RESPONSIBILITIES:

The Operations Supervisor supervises, coordinates and monitors administrative and financial records for the assigned Department.  Directly supervises medical assistants and is the administrative liaison for the assigned department(s).

• Ensures that the assigned department(s) runs smoothly, efficiently and professionally on a daily basis.

• Assists with new hire orientation, training, supervising, and assigning tasks to assigned staff.

• Manages work flow and monitors quality of work of the assigned group to ensure an efficient operational flow, timely completion of assignments and adherence to department’s standards and regulations.

• Coordinates and maintains the monthly schedule for the assigned department(s). Tracks and collects employees’ hours; reviews employee hours against the scheduled time to work, tracks leaves and vacation/sick time for the Department.  Submits weekly timesheets to the manager/director, and in the absence of manager/director, submits timesheets to Payroll Department.

• Monitors performance of medical assistants and compliance with departmental procedures and completes annual performance appraisals.

• Serves as first point of contact for benefit and payroll questions for all department employees.

• Works with managers and staff to resolve employee relations issues, drawing on appropriate BMC resources.

• Maintains and coordinates manager’s calendar. Schedules meetings, coordinates audio-visual and technology requirements, orders catering services, etc., as needed.

• Analyzes, categorizes and prioritizes correspondence; responds to communications on behalf of the Clinic Director; acts with a high level of independence in determining appropriate course of action.

• Collaborates with the department’s educators in creating an orientation schedule for all new staff. Schedules all mandatory trainings for staff. 

• Maintains and supervises the maintenance of departmental files, manuals and records.

• Provides backup support for other administrative staff during breaks and time out of the office.

• Assists with project management and follow-through.

• Participates in quality improvement teams as required.

• Deals discreetly with confidential information concerning professional and patient issues including correspondence, test results, billing data, etc.

• Creates reports, spreadsheets, presentations and other correspondence requested.

• Plans, organizes and coordinates departmental receptions, meetings or functions, obtaining assistance as necessary.

• Handles telephone calls for the department and uses a professional and courteous speaking manner while on the phone.

• Works with unit coordinators to monitor inventory of office supplies and equipment.  Purchases as needed and stays within established budget. Keeps office equipment in working order and contacts vendors or IT, as necessary, for repairs or replacements.

• Maintains open communication lines with other departments. Acts as liaison with internal and external customers.

• Provides recommendations to administrative office systems in order to improve office productivity and cost effectiveness.

• Meets hospital-wide standards in the following areas: Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care is provided;

• Utilizes hospital’s cultural beliefs as the basis for decision making and to support the hospital’s mission and goals.

JOB REQUIREMENTS

EDUCATION:

• Bachelor’s degree or equivalent combination of education and experience.

EXPERIENCE:

• At least three years minimum experience in a similar office setting.  Previous supervisory experience preferred.

KNOWLEDGE AND SKILLS:

• Requires strong organizational, interpersonal and communication skills.

• Leadership ability to guide, direct, and mentor staff.

• Must effectively communicate in a highly professional manner.

• Requires strong computer proficiency with Microsoft Office applications—Word, Access, Excel, PowerPoint; E-mail. Web/Internet.  Ability and willingness to become proficient and other applications including ProWFM and Workday.

• Flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as with outside clients and vendors.

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being. 

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

According to the FTC, there has been a rise in employment offer scams. Our current job openings are listed on our website and applications are received only through our website. We do not ask or require downloads of any applications, or “apps” job offers are not extended over text messages or social media platforms. We do not ask individuals to purchase equipment for or prior to employment.